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Assessment Cover Sheet

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Assessment Title Assignment 2 - Report

Programme Title: BILM

Course No.: TLB5302

Course Title: Intro to Supply Chain Operations & Procurement

Student Name: Hadeel Ali

Student ID: 201400606

Tutor: Lorraine Cowley

Due Date: 11-6-2016 Date submitted: 11-6-2016

By submitting this assessment for marking, either electronically or as hard copy, I confirm the
following:
 This assignment is my own work
 Any information used has been properly referenced.
 I understand that a copy of my work may be used for moderation.
 I have kept a copy of this assignment

Do not write below this line. For Polytechnic use only.

Assessor: Date of Marking:

Grade/Mark:

Comments:
Assignment Guidelines:

This assignment should be written on this document (a Microsoft Word document - do not PDF the file)
and appropriately formatted; headings and subheadings should be used, you should use either Calibri or
Arial font (size 11 – excluding headings and subheadings), your work should be double-spaced and pages
should be numbered. Remember to reference your work (including in-text referencing) at all times using
the APA format.

Submissions – Use this document as the template for your submission! Please submit the whole document
including cover page, instructions, your report and the rubric via Moodle. All assignments will be checked
for plagiarism and originality using Turnitin. All submissions must be saved using the following naming
convention (failure to do this may result in your assignment not being marked):

First Name_ID number_ Assignment 2


E.g. Ahmed_20109090_Assignment 2

BILM Assignments – Rules & Guidelines

ACADEMIC INTEGRITY & HONESTY: When submitting this assignment you are confirming that you have
adhered to Bahrain Polytechnic’s policy on academic integrity and honesty including using APA referencing
appropriately. Any violation of this will be dealt with as stipulated in the policy. Specifically in this
assignment, you will base your research on an existing company but you must NOT just solely rely on the
company website nor should you copy information directly from their website that is not clearly referenced
or paraphrased. Any non-paraphrased or reference materials from the company website or any other
source will be considered plagiarism.

LATE SUBMISSIONS: Late assignments are deducted 5 marks from your achieved mark for each 24 hour
period after the due date. For example, an assessment which has been graded as 73% will be reduced to
68% for the first 24 hours late, and to 63% if late for a further 24 hours and so on. This applies to every day
of the week including the weekend and all public holidays. Assignments which are submitted so late as to
receive a negative mark will receive a final mark of zero.

EXTENSIONS: On application, in writing, tutors may approve an extension up to a maximum of two (2) days
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WORD LIMIT: All assignments have a required word limit which we permit a variation of +/-10%. For
example an assignment with a 3000 word limit means that you can submit between 2700 to 3300 words.
These words come from the main body of your writing i.e. your introduction to your conclusion. We do not
include title pages, contents pages, reference list or appendices. In-text referencing is included in the word
count. Submissions which are substantially under the word limit will receive a low mark for failing to
answer the question fully. If a submission is over the word limit, the tutor will simply stop marking at that
point where it is 10% over (e.g. 3300 words for an assignment with a 3000 word limit). You will not receive
any marks for work that is submitted outside of the maximum word limit.

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Assignment 2 (Part B) – Report (Individual)

Marks available: 100 (Final mark awarded as %)

Course weighting: 30%

Learning outcomes assessed: 1. Demonstrate an understanding of commercial management in procurement


activities and practices

2. Analyse and evaluate the performance of supply chain and procurement


operations using relevant models

Submission deadline: Saturday 11th June 2016 @ 11.59pm (Moodle)

Word Count: 2500 word report (+/- 10%)

Assignment 1:

Since your company experienced quality issues with an existing supplier, you as the procurement manager
must now provide a report on how to source new suppliers for a similar product. The aim of this initiative
is to ensure quality in production and manage all the process of introducing a new supplier or supplier to
the company’s supply chain.

On receipt of your initial proposal, management have now requested a full report outlining the company’s
procurement strategy for this specific project.

The strategy and report should include the following:


1. Identify the different sourcing strategies that can be used and explain the best strategy for your
company (20 Marks)
2. Explain which departments should be consulted with regarding new raw materials suppliers (20
Marks)
3. Identify the information included in a supply agreement contract and an invitation to tender
document for this new relationship (20 Marks)
4. Evaluate the importance of having service level agreements (SLA’s) between your company and
new raw material and identify specific key performance measurements for new suppliers (30
Marks)
5. Report is standardized format throughout, legible and referencing adheres to APA 6 (10 Marks)

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Met criteria to an Met criteria to a Did not meet
excellent standard Met criteria to a satisfactory criteria
Part A: very good standard standard
Report Mark
Writing A B C F
(30 – 25.5) (25.4 – 21) (20.9 – 18) (17.9 – 0)
(20 – 17) (16.9 - 14) (13.9 – 12) (11.9 – 0)
(10 – 8.5) (8.4 – 7.0) (6.9 – 6.0) (5.9 – 0)

Identification of
sourcing Comprehensive and Some good arguments A satisfactory Poor or no explanation is
strategies and strong arguments are are presented on explanation is presented presented on different
presented on different different sourcing on different sourcing sourcing strategies and
best one for the
sourcing strategies and strategies and a strategies but the least strategy for the company
company
the most appropriate somewhat appropriate appropriate strategy for
strategy for the company strategy for the company the company is provided
20 Marks is provided is provided

Departments that
need to be The departments and The departments and A satisfactory The departments and
consulted on people that consult on new people that consult on explanation of the people that consult on new
suppliers are explained in new suppliers are departments and people suppliers are related to
sourcing new
excellent detail and relevant and are linked that consult on new scope of the project are not
suppliers
specifically related to the to the scope of the suppliers is provided explained correctly or at all
scope of the project. project and includes only some
20 Marks basic points related to
the scope of the project

Details included The information included The information required The information required The information required a
in a Supply in a supply agreement in a supply agreement in a supply agreement supply agreement contract
Agreement contract and an invitation contract and an invitation contract and an and an invitation to Tender
to Tender document is to Tender document is invitation to Tender document is not explained
contracts an
explained in excellent explained in appropriate document is explained correctly or at all and does
Invitation to
detail and relates detail and relates to the in satisfactory detail but not relate to the project
Tender Document specifically to the project project relates only slightly to
and the project

20 Marks

The importance of SLA’s The importance of SLA’s The importance of SLA’s The importance of SLA’s
are evaluated to a high evaluation are mostly evaluation are loosely support the earlier
standard and is clearly connected to the specific connected to the specific evaluation are not
connected to the specific project project connected to the specific
Evaluate & project project
importance of Key performance Key performance
KPI’s & SLAs Key performance measurements for measurements for new Key performance
measurements for new measurements for new raw material suppliers measurements for new raw
30 Marks raw material suppliers are raw material suppliers are identified and material suppliers are not
identified and evaluated to are identified evaluated evaluated to a identified or are evaluated to
an excellent standard. to a good standard. satisfactory standard. a poor standard.

The report format The report format The report format The report format does not
complies with formal complies with formal complies with only some comply with formal report
Report layout and
report guidelines. report guidelines. of the formal report guidelines. Information is
report
Information is excellently Information is presented guidelines. Information not presented adequately,
presentation presented, flows well and can be easily is reasonably well does not flow appropriately
appropriately and can be understood. presented and can be and cannot be clearly
10 Marks clearly understood. adequately understood. understood.
APA 6 referencing is
APA 6 referencing is mostly correct. APA 6 referencing is APA 6 referencing is not
correct. poor. correct or no reference
used.

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Contents

............................................................................... 1
 Introduction:- ............................................................................................................................................. 6
 Sourcing strategies:- .................................................................................................................................. 6
1- Make or Buy: .......................................................................................................................................... 6
2- Single Sourcing: ...................................................................................................................................... 7
3- Dual Sourcing: ........................................................................................................................................ 7
4- Multi Sourcing: ....................................................................................................................................... 7
5- Global Sourcing: ..................................................................................................................................... 7
6- Partnership Sourcing: ............................................................................................................................. 8
 The departments consulted with raw materials suppliers:- ...................................................................... 8
1- Quality control department: .................................................................................................................. 8
2- Finance department:.............................................................................................................................. 9
3- Production department: ........................................................................................................................ 9
4- Sales department: ................................................................................................................................10
 Information included in Supply agreement contract and Invitation to tender document:- ...................10
1- Term: ....................................................................................................................................................11
2- Minimum quantities: ...........................................................................................................................11
3- Inspection and Acceptance: .................................................................................................................11
4- Pricing: .................................................................................................................................................11
5- Delivery of the product/Shipping: .......................................................................................................12
1- Terms and condition of contract: ........................................................................................................12
2- Bill of quantities ...................................................................................................................................12
3- Terms and conditions of the contract:.................................................................................................12
4- Specification: ........................................................................................................................................12
 Importance of having SLA’s between the company and their suppliers and having specific key
performance for the new suppliers:- ...............................................................................................................13
Bibliography .....................................................................................................................................................14

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Report (Assignment 2 Part B)

Research Paper on SC Operations:

 Introduction:-

The aim of this report is to identify the different sourcing strategies and give details the best strategy for

my case “to request new raw materials for Bobbi brown cosmetics”, explain the consulted departments

with regarding new raw materials suppliers, identify the information included in the agreement contracts

and offer to tender document for the new relationship and last will evaluate the importance of having

service level agreement between the company and the new suppliers and identify specific key performance

measurements for the new suppliers.

 Sourcing strategies:-

Once the procurement department finished collecting the Supply chain and procurement planning data, it

will combine them to identify the organization requirements for purchasing the product or services

needed. And then, this data will be analyzed so it can be used as the foundation for an effective sourcing

strategy development. Also, this data will help in controlling the volume and timing issues in the purchasing

process (CILT, Lesson4). There are six strategic methods I will explain them and choose the best two for

Bobbi brown company.

1- Make or Buy: The procurement department in the company will decide either to produce the

product or to buy it, depending on the cost and availability of the production capacity. The

organization can choose to buy the product if it is cheaper to purchase it than manufacture it. Also,

if the company does not have a sufficient amount of the production capacity to produce it

internally they will go for buying it.

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Moreover, the factors that make the company to select to buy a product rather than manufacture

it includes, lack of in house capability, little requirements volume, the need of multi sourcing, and

the element that may the product may not be critical. In the other hand, there are some factors

that drive the organization to produce the items than purchasing it such as, existing production

capacity, good quality control and proper technologies to produce the products (Anonymous,

Make-Or-Buy Decision, N.D).

2- Single Sourcing: The Company prefers to buy an item from one supplier, whereas there are lots

of suppliers that sell the same product. For example, when the company wants to buy the product

from a specific supplier such as DELL for computers, that will be a single source purchasing. Also,

when the company is dealing with single supplier it will be easier to change your supplier

(Anonymous, Sole/Single Source Procurement:, N.D).

3- Dual Sourcing: The organization will deal with two different suppliers that provide the same

product. This strategy will minimize the risks if one of the two suppliers did not perform well there

will be a backup trader to provide the company with the items needed. Additionally, the company

must consider the conflict in the product quality and the hard work to manage two suppliers that

produce the same products (Charles Dominick, N.D).

4- Multi Sourcing: Usually when the company has several suppliers to purchase the products

needed from them, they make a healthy competition between the suppliers, in order to get a

better item quality with cheaper price (Anonymous, Sourcing Strategy , 2011).

5- Global Sourcing: The Company will purchase the goods externally from any country that can

manufacture the products needed in an economical way. On the one hand of the cost, it will be

cheaper to buy or manufacture a product in lower developed nations because the labor,

transportation and raw materials are cheap unlike in the developed countries. Also, in the low

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developed countries the government has less oversight on the product production and there are a

wide range of skilled workers (Anonymous, Global strategic sourcing demystified, N.D).

6- Partnership Sourcing: The aim of partnership is to transform the short term relationship

between the customer and the supplier to focus on lower the cost and improve the delivery to long

term cooperation. This will lead to a trust between both of the parties in which quality, innovation

and the competiveness in the price (CILT, Lesson4).

In our case, as the procurement department manager of Bobbi brown company I will choose the best two

sourcing strategies for the company, Multi source and Global source. Because the company will purchase

some of their raw materials from other countries that are famous of producing and selling a specific

product with cheaper prices and because in the cosmetic foundation industry needs different type of raw

materials so the company will need to deal with more than two suppliers to purchase the raw materials

needed in the foundation manufacturing process.

 The departments consulted with raw materials suppliers:-


When I finished the sourcing strategy for my suppliers and I choose the best two now I am going to explain

four of the important departments in the consulting regarding to raw materials suppliers and their

relationship with the procurement department. The four important departments are the Quality control,

Finance, Production and Sales departments.

It is important for the buyer to identify the specifications of the product in order to receive the final

product as what the buyer want.

1- Quality control department: The importance of the quality control department procedures

within the company is to ensure that the product

manufacturing process follows the quality standards to meet

the customer requirements and this will lead to the customer

satisfaction. This department will make sure the good quality

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Figure 1 Quality control
for the products the company produce, will help in increasing the demand and growing the sales.

Moreover, the quality control department is responsible for the further inspection on the

production process to reduce the production costs. Also, they will keep a record for every testing

process they did (Rouse, 2015).

2- Finance department: This department is responsible for all the business deals that happen every

day also it will manage any government reports. The finance department will help to manage the

company cash flow and it will check the funds if it is meet the day to day payment or no. Most of

the organizations have a forecast form to calculate the

ongoing cash. This department usually will work with

managers to arrange the company budgets and forecast.

This information will help in the staffing level planning, it

Figure 2 Finance will manage the purchase and the cash need. Also, they

will keep a record about the items the company purchased. This department also will release a

financial statement within a specific period of time (Anonymous, Finance theory, N.D).

In our case, Bobbi brown will need to have a payment policy for the suppliers they will deal with.

3- Production department: The function of the production department is to transform the raw

materials into a complete item through a series of production process. The managers must make

sure that all the raw materials needed are available and made into complete product in an

effective way. It is important for the procurement department to provide the components and the

equipment needed to make the production process run smoothly, without the management of the

procurement department the production process will stop working and if there was any shortage in

the raw materials the production department will inform the procurement department to make

sure that the process won’t stop. Moreover, the production department will monitor the quality

and quantity of the items needed (Anonymous, Operations theory, N.D).

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In my case, Bobbi brown production department will look after the quality and the quantity of the

components needed to manufacture the cosmetic “Teen” foundation.

4- Sales department: The most significant role of the sales department is to tighten the relationship

between the organization’s customer and the services the company provide that satisfies the

customer needs. Sometimes the sales department will work with customers that already know

about the company so their job is to close the deal by

offering important information to the customer so

they can make their connections and this department

can build trust with the customers so they can

recommend and choose the company. After any sales-

Figure 3 Sales

call or meeting there must be a setting up to build positive relationship with the customers. The

sales department made the forecast that will include the amount of products this information will

be shared with the production and procurement departments (Anonymous, The Important Role of

Sales In An Organisation, N.D). Moreover, the procurement department will inform the sales

department about any increase in the products prices so the sales department can manage the

prices of the selling goods. Additionally, if the customers have any issue or a problem they will

directly contact the sales department to solve their problems and to answer their questions

(pressbook).

 Information included in Supply agreement contract and Invitation to tender document:-


Supply agreement contract is when the supplier agrees to provide the product and services the

buyers need in a certain period of time and with a specific price whereas, the buyer must approve

to purchase the goods totally from this supplier during that time. Moreover, this contract will

include necessary information such as, Product delivery, Terms of payment and any other aspect of

the relationship between the two parties.

Additionally, the supply agreement contract will protect the rights of the seller and the buyer. For

example, relating to our case Bobbi brown company will know from the supply contract how the
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goods they purchase will be delivered to the company. In the other hand, Bobbi brown suppliers

will know the needs and type of product the company wants and the payment method from the

contract (Anonymous, Supply Contract, 2014).

This contract will include important information such as, Term, Minimum quantities, Inspection

and Acceptance, Pricing and, Delivery of the product.

1- Term: The agreement will identify a specific number of years for the term to run and a time

period for the raw materials will be supplied. Also, whenever the contracts ends the agreement

can be renew automatically. This option must be included in the agreement by identifying the

length of the renew term and the number of notices that is needed to stop the renew term

from being effective.

In our case, the term of the agreement will last for 7 years and there will be a possibility for

having a renew term.

2- Minimum quantities: Bobbi brown company must identify the minimum amount of raw

material they will buy in a specific time and the seller must agree with it. Also, the agreement

must include a damage amount in case of, if the company could not buy the minimum amount

of raw material they must pay a certain amount of money to the supplier whereas, if the

supplier could not provide the minimum amount of raw materials to the company they must

pay a certain amount of money to the company.

3- Inspection and Acceptance: In the supply agreement contract there must be a specific

period of time that gives the company a chance to check the product and to decide whether

the raw materials for the cosmetic foundation are acceptable or not. And the company will

have the right to ask for replacement for the product or refund the money.

4- Pricing: While the company is negotiating with the suppliers on the raw material prices they

must keep in their mind the taxes and fees are included within the price. The supplier is

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responsible for the insurance and storage charges. Moreover, the pricing list must be attached

with the agreement.

5- Delivery of the product/Shipping: The time, date and place of the raw material delivery

must be defines in the contract. The supplier is responsible for the delivery and for any delays

and damages occur in providing the materials in the time or date that is identified in the

agreement. Whenever the materials reach to the delivering points (Organization), Bobbi brown

company is now totally responsible for the raw materials.

APA referencing: (Product Supply Agreement & Guide 3-4)

Invitation to tender (ITT, is the method the organization use to select their suppliers based on the product

provisions. It will involve a document that helps in managing the supplier selection process. Also, ITT

document gives the organization the ability to select best supplier available and it will include documents

such as, the statement of work, request for information and request for proposal. Moreover, according to

our case Bobbi brown company will need an external supplier so the company needs a formal invitation to

tender to showcase that the selection for their supplier done fairly (Anonymous, Tender Process, N.D).

The invitation to tender document will include:-

1- Terms and condition of contract: ITT document will identify the responsibilities of both parties

(Bobbi brown company and the supplier).

2- Bill of quantities: This document uses as the basis of submitting the tenders and with all the

prices shown in the document. Each contractor will showcase their prices for the bill of quantities

so the company can decide immediately between each tender. This gives the company the ability

to check which one of the tenders has the best value and who is not.

3- Terms and conditions of the contract: The contractors must read this document because it will

displays the legal framework and the obligations of both parties.

4- Specification: It will set out the standards, policies and procedures. It will describe the raw

materials but without including the cost, quantity, drawn information.

APA referencing: (Anonymous, Preparing the tender document, N.D)

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 Importance of having SLA’s between the company and their suppliers and having specific key
performance for the new suppliers:-
Service level agreement is a document will include a description of the service level that is expected from

the supplier to provide it to the customer and there must be a penalties if any of the levels that have been

agreed to did not be achieved. For example, one of the raw materials supplier that Bobbi brown company

is dealing with promised to deliver the product to the

company in time by 99.9 percent and they will give the

opportunity to the customer to reduce the payment if they

did not achieve the percentage. In the other hand, on time

Figure 4 SLA's delivery could not be achieved by 99.9 percent because there

will be unpredictable problems can be occur that may cause delays, so the percentage should be more

realistic such as a percentage of 90%.Moreover, if the supplier did not met the percentage agreed with

then there must be a penalties (Lynn Greiner, 2007). The main service requirements are on time delivery,

on time in full and Order processing.

The SLA’s helps in clarifying the metrics, responsibilities and expectations. Additionally, service level

agreement will protect both parties and it will set boundaries between them. SLA’s will help to satisfy the

customers and reduce the chance of disappointing them by understand and define the promises. Also,

promising the customer to provide for them the product or services they want will help the organization to

focus on their consumer requirements and they have to ensure that the internal processes are in the

correct direction. Also, the service level agreement will set very clear and measurable performance

standards so the internal objectives become an easy to measure (Why A Service Level Agreement Is 7).

Key performance indicators (KPI), is a measurement the company use to measure their performance over

time. It gives the ability to compare between other companies financial statement and performance.

Furthermore, in every company they must have a KPI goal so the executives should visualize the business

KPI’s in order to check if the company is meeting their goals or not. Within the organization departments

they also must have KPI’s but they have to be aware about the things the managers will be measuring them

on (Anonymous, Key Performance Indicators - KPI, N.D). The role of KPI is to provide internal and external

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customers to the organization with specific metrics the clients can reach easily and a customizable formats

they can use to risen their operations efficiency (Williams, 2011). Better scheduling and redesigned the

operations can result in reducing the lead time. It is important to decrease the lead time in order to reduce

the agency cost (J.Lederer and E.Semon N.P). Moreover, the KPI will measure how many times the product

delivered on time and how many times the product did not deliver on time (Mizrahi, 2011). By doing

surveys the customer can rate their satisfaction of the product or services, the customers with high rate

they are the ones who gets the best service and the customer with lower rates they are unsatisfied with

the services (Stillwagon, 2015).

Figure 5 On time delivery

Bibliography
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https://scm.ncsu.edu/scm-articles/article/sourcing-strategy
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http://www.globalnegotiator.com/international-trade/dictionary/supply-contract/
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http://businesscasestudies.co.uk/business-theory/finance/aims-of-finance-
department.html#axzz4AixZEHaY
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http://www.investopedia.com/terms/k/kpi.asp?layout=infini&v=5E&orig=1&adtest=5E
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department.html#axzz4AixZEHaY
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http://www.pathsforall.org.uk/pfa/lowland-paths-guide/preparing-the-tender-document.html
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procurement.html
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http://www.method123.com/tender-process.php
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Why A Service Level Agreement Is. 1st ed. Web. 11 June 2016.

https://files.acrobat.com/a/preview/b2381db9-1430-452f-8ad2-f8f7d2c033c9

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